Vantaca Lockbox - Scan a Check

Use this document to scan a check directly into Vantaca Lockbox.

Contents

• Log In and Select Scanner
• Batch Capture and Transmit
  • Pending and Transmitted Tabs
• Verify Batch Submission
• Pulling Transactions
  • Batch Types
• Correcting Scan Errors
  • Check Did Not Burst
  • Type Misread Error
  • Sequence Error
  • Replacing Items
  • Delete and Re-scan

Log In and Select Scanner

Open the Universal Capture tool, and then complete the following steps to log in and select a scanner:

1. In the login screen, provide the following information:
   
   
   
   • Server: Automatically shows the appropriate server set up for you (vantaca.iremitweb.com).
   • User name: Enter your username.
   • Password. Enter your password.
     Note: The credentials should match your iRemit account.
2. Click OK.
   The Universal Capture screen displays.
3. Click New Batch.
4. from the Capture menu, select the desired scanner.
   
   
   

Batch Capture and Transmit

After you log in and select your scanner in the Universal Capture tool, the Batch Options screen displays.

1. Provide the following information:
   
   
   
   

   • Choose Date: Select the date for batch processing (today's date is the default). 

   • Override Federal Reserve Calendar: If the batch processing date falls on a federal reserve holiday, the date defaults to the next banking business day. Select this option to make the holiday the process date.

   • Choose Bank: Select the bank that you want to scan to.

   • Choose Account - Select the account that you want to scan to.

   • Batch Type - Select the batch type. See Batch Types for help choosing a batch type.

   • (Optional) Exception Batch? - Select Yes to process a batch of exceptions (for example, needs account information).  

   • (Optional) Code 1 - Select a transaction type.  For reporting purposes only. 

   • (Optional) User Code 2 - Select a payment type.  For reporting purposes only.

   • (Optional) ICL Flag: Select NO21 if you do not want to include this batch in the Check21 report. 

   • Tape Totals:
     • Count: Enter the number of items to scan. 
     • Amount $: Enter the total dollar amount of the checks only if you run a manual tape on them. Otherwise balancing occurs in the software.
2. Verify the information and click Start Capture to begin scanning.
3. After the scan completes, the left pane populates with a list of the transaction images and image types. Click an item to view the image.
   
   
   
   
4. Verify the totals at the bottom-left of the screen with the totals from the batch header slip to ensure no items were missed. If red error indicators show, correct them using the information in the Correcting Scan Errors section.
5. After you ensure that no errors exist, and the Finish & Transmit button shows a checkered flag, click Finish & Transmit.
   The batch displays in the Pending tab at the bottom of the screen which shows a list of batches that are pending transmission. If there are no transmission errors, the file transmits and disappears from the pending queue. It then moves to the Transmitted tab. For more information, see the Pending and Transmitted Tabs section.
   
6. Verify that no batches remain in Pending after you complete scanning.
   If batches remain, you can delete or transmit them into iRemit for appropriate action. 
7. To retransmit a batch for any reason, right-click and select Transmit.

Pending and Transmitted Tabs

You can review items in the Pending and Transmitted (1) tabs.

To perform additional actions, right-click a batch and select one of the following options:

• Batch Info: Displays batch information including the history (log) of the batch.
• Open Batch: Reopens the batch in Universal Capture to review images.
• Transmit Batch: Transmits the batch as if you clicked Finish and Transmit. You may need to use this option if a batch remains in the Pending tab due to transmission failure.
• Delete Batch: Removes the batch from Universal Capture. 
  Note: Deleting a batch here does not delete it from iRemit if it has already been transferred. 
• Export Batch Images & Index: Exports the batch to a file.

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Verify Batch Submission

For balancing purposes, ensure that all scanned batches show in Vantaca Lockbox by comparing your Pending/Transmitted tab in Universal Capture to the Batch Submittal screen in Vantaca Lockbox.

To get started:

1. Log in to Vantaca Lockbox using the credentials provided to you (username, password, and PIN).
   Note: The first time you log in, you must reset your password and PIN. For more information, see the "Log in to Vantaca Lockbox" article.
2. Navigate to Batch > Batch Submittal Info.
   The Batch Submittal Info screen opens to show information about all batches scanned on today’s date (default). 
   
   Potential Orphan batches (has a batch number but never transmitted) display at the top of the list. Failed batches (did not transmit due to internet connectivity issues, connection timeout, errors in the batch, etc. ) show at the bottom of the list. 
   
   
   
   
3. Investigate all batches listed as Orphan or Failed. Click Show (under the More info column) to determine the machine name that scanned the batch and then go to that machine and read the Pending and Transmitted tab in Universal Capture. 
4. To resolve failed and orphaned batches:
   • Failed Batches: Right-click the batch and select Transmit Batch. The batch usually transmits after another attempt. If the batch was already submitted successfully, you will receive an error message that the batch already exists in iRemit.
   • Orphan Batches: Opened and analyze the batch and resolve in one of the following ways:
     • If the batch has live work and was never transmitted, click Finish and Transmit to send the batch to iRemit.
     • If the items from the batch were already scanned and transmitted in another batch, delete the batch.
5. To add a note to a batch, click Add under the Add Notes/Excludes column.
   
   
   
   For remote lockbox capture sites, add notes to communicate when the last batch of the day is scanned by the site to inform processors that no more batches will be transmitted for that day.
   
6. If a batch is misrepresented on the screen, for example, when a batch transmits, but the batch submittal screen does not update with that information, you can manually exclude it by selecting Exclude in the New Note window.

Pulling Transactions

You sometimes have to pull a transaction out of an already-scanned batch due to a mis-scan or rejection. For information on how to do this, see the "Vantaca Lockbox: How to Pull Transactions" article.

Batch Types

A lockbox batch type is a unique name that identifies a groups of transmission records in a lockbox. A bank uses this name to identify the batch in the batch header and trailer records.

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Correcting Scan Errors

If errors exist in your batch red marks display next to the item with the error. Click the Plus (+) symbol to expand the information and review the image to determine how to resolve.

Check Did Not Burst

In the example below, a check did not burst, and the stub is still visible in the check image.

Click the check and the fully captured image displays in the Preview panel.

To manually burst the check:

1. Click the check from the list on the left.
2. Click and drag around the check portion of the image on the right.
3. Click the Detach Selection as Check icon () in the upper-right.
   This action splits the check and ancillary image, and the check warning indicator goes away.

Type Misread Error 

In the example below a check (in a batch that contained only checks) was misread as a coupon.

To change the check from a coupon:

1. Click the Coupon scan type, and select Check.
   
   
   
   
2. Use any of the following menu options if needed (described in order from left to right):
   
   
   
   
   • Move Up: Moves the item up one position changing positions with the item directly above it.
     
   • Move Down: Moves the item down one position changing positions with the item directly under it.
     
   • Move to Top: Moves the selected item up to the first position in the batch shifting all other items down one position.
     
   • Move to Bottom: Moves the selected item down to the last position in the batch.
     
   • Delete Item: Marks the item as deleted. Deleted items are kept, but not part of the final batch when transmitted.
     
   • Accept item: Click to acknowledge that you want to accept the item regardless of any errors present.
   • Re-scan item: Click to replace the selected item with a new item from any scanning source.
3. If the check scanned as a coupon due to the document being upside down, click the Rotate image icon to change it to the correct orientation.
   
   
   
   

4. Click Accept Item (green checkmark menu icon) to accept the item.
   

   A green checkmark displays next to the individual item instead of the red error icon. 

Sequence Error

In the example below (a combination check and coupon batch), two coupons were placed next to each other when the sequence was configured as check, coupon, check, coupon. 

To change the placement:

1. Click the Plus symbol to view further information regarding the error.
   
   
   
   The barcode from the coupon was read correctly as well as the MICR line from the check.  
2. Review the other items to find the coupon that belongs with the check.  
3. To resolve the error, click the item and use the menu options to move the check and coupon together.

Replacing Items

If an item is read incorrectly, you can re-scan it and replace the existing image:

1. Click the Re-scan icon at the top of the screen to open the Replace Image screen that allows you to replace the current image with the newly scanned image.  
   
   
   
   
2. Click Capture and the item scans.
3. Click  Accept Replacement Image when complete.
   

Delete and Rescan

If you have a series of errors (such as all check images are too light) you can delete the entire batch and re-scan:

1. Click Close and Keep to save the batch to the pending tab at the bottom of the screen.
   
   
   
   
2. To delete the batch, right-click batch, and then click Delete Batch.
   
   
   

Note: You can delete a batch in the Transmitted tab using the same steps. However, this only deletes it from the capture. The batch will have already been transmitted and must be deleted from iRemit.